Security We keep your security a priority

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2 Welcome Welcome to Berkshire Bank s Business Solutions. With Business Solutions, you may access your accounts 24 hours a day, seven days a week anywhere an internet connection is available. This guide is designed to help you navigate through our business internet banking system. By utilizing features such as check imaging, transaction history and bill payment, you ll find you are able to reduce the amount of time spent managing your finances. We offer a refined set of online tools that can be customized to suit your business; ensuring your cash balances are constantly working hard for you. Instant transaction originations, customized reports, automatic balance alerts and fraud control are just a few of the features that will give you an unprecedented level of control, freedom and flexibility. Here are a few of the other features we offer: Balance Reporting Detailed Transaction Reporting Balance Alerts Check Images Account-to-Account Transfers Research Requests Secure Stop Payments Web Pay for Small Business ACH Origination Wire Transfers Account Reconciliation and Positive Pay 2

3 Table of Contents General Security 1 Getting Started 2 General Navigation 4 Account Management Account Summary 5 Account Detail 6 Online Statements 7 Balance Alerts 8 Online Service Requests 9 Funds Transfer/Payments Book Transfer 11 Scheduled Transfer 12 Web Pay for Small Business 13 Go ID Tokens 20 Creating & Initiating an ACH Batch 21 Approving an ACH Batch 26 Adding a New Participant or Maintaining Participants to an Existing ACH Batch 28 Creating & Initiating a Wire Template 29 Approving a Wire Template 31 System Administration User Maintenance 33 Activity Reporting 34 Account Maintenance 35 Check Issue Positive Pay 36 3

4 Security We keep your security a priority There is nothing more important to us than knowing that our customer s online financial transactions are private and secure. Our vendor secures their system with encryption, perimeter and internal firewall, screening and filtering routers, intrusion detection, strict authentication, virus protection, as well as application security. Application security includes a double blind process for issuing PINs, user lockouts due to failed log-in, dual control on ACH and Wire initiating and additional encryption of sensitive user data during sessions. Our network architecture is structured so the servers that store actual account information are not directly connected to the Internet. Helpful Hints Never use Social Security numbers for Participant ID s when setting up ACH. When using ACH or Wires use the Dual Control feature we offer. Berkshire Bank also offers Tokens for sending ACH & Wires, use them. Have a separate computer solely for submitting ACH & Wires that does not have access. When not using that computer unplug the internet access to it. As the administrator on Business Solutions run a daily activity report on your end uses to see what activity they have been doing. Berkshire Bank strongly urges upon receipt of s notifying you that a user has been challenged to run an activity report to see the IP Addresses that are trying to access the system before resetting any passwords. Go ID Tokens & Dual Control As an extra layer of security Berkshire Bank offers Go ID Tokens as well as dual control for initiating ACH & Wires. With Go ID Tokens you will be presented with a challenge and required to enter a tokencode response when initiating or approving a Wire or ACH. The reason your token adds extra security is because the tokencode on your Go ID Token changes every sixty (60) seconds. With dual control once an ACH Batch or Wire template has been initiated an will be sent to the administrator and any other users with approval authority to serve as notification that there is a batch or template to be approved. Keep your own security a priority Your own security is strengthened by your efforts in keeping all account and login information secure and confidential. Never share your password information with anyone and never include account specific details when using unsecured . Passwords The most secure passwords are those that are alphanumeric. Avoid using easily obtained personal data within your password, such as initials, birthdates or names of pets and loved ones. Signing Off If you have to step away from your work area always make sure you have properly signed off of Business Solutions. This will help to ensure that your account data is not reviewed or tampered with by unauthorized individuals. 1

5 Getting Started In order to log onto Berkshire Bank s business internet banking you will need four pieces of information, the Company ID & Password as well as a User ID & Password. To log on go to and click on Business Solutions at the right of the screen. Enter Company ID & Password here Enter User ID & Password here Your next screen, after entering the sign-on information correctly, will be the Enhanced Login Security where you will be required to enter a one time use access code. There are three delivery options to obtain the code: by , phone or text (to set up for text, you must be signed in to Business Solutions after the initial sign on and agree to the terms & conditions under the Administration > Enhanced Login Credentials tab since fees could apply to receiving texts from your cell phone provider). First, click on the link for which delivery option you wish to receive the access code. After retrieving the code, enter the 7 digit code in the Security Access Code field within 30 minutes. It is important to keep the active window open until you have entered the code. Then click Continue. 2

6 If you are NOT using a shared-public computer, click in the enroll computer option box, to prevent from having to enter a code each time you sign on and then click continue. If you do not wish to enroll the computer, just click continue. 3

7 General Navigation Once logged on to your business internet banking you will notice a navigation bar at the top. Simply move your cursor, or mouse, over a selection from the tool bar to see the submenu options to select. The navigation bar seen below can fluctuate based on the modules you requested at sign up. Administration: This menu will allow you to set up your secondary users, run an activity report and balance alerts or change your account nicknames, user password, address, user preference or the timeout. Account Services: Within this menu is where you will have access to place a Stop Payment on a check or view history of stop payment requests received. Also you will find the Reconciliation Services for Positive Pay or Account Reconciliation. Balance Reporting: This menu allows you to view your account(s), view history, search for transactions, view check images and create or run customized reports. Funds Transfer: This menu give you access to book transfers, initiate ACH and wires or enter bill pay. Online Services: This menu will give you the option to submit a photocopy request of a check or a request for account research. This button allows you to send an to a bank representative with out exiting the system or opening another internet browser window. Sign off: Exits you from Business Solutions application and always remember to sign off before leaving your computer unattended for any extended period of time. 4

8 Account Summary This screen gives you a snap shot of your accounts with the current and available balances. To view the history of any account or to view cleared checks simply click on the underlined verbiage. Using the white arrows in the column headers you can sort them by ascending or descending. 1. From the Balance Reporting Menu choose Account Summary to view your account(s) and balances. Click on any account to enter the history of the account and see transactions or view check images. **Note** If you notice accounts they were previously on this screen have been removed check the Create Reports screen. If you have set up reports and check the box to have it be your Favorite then the system will only show you the accounts associated with that favorite report. 5

9 Account Detail With in the Account Detail screen you can view your account transactions as well as sort the information by clicking the white arrows in the column headers. The sort function can make the detail screen more convenient for you. With in this screen you can also export the information in many different formats such as Microsoft Money (OFX), WebConnect for QuickBooks & QuickBooks (IIF). There is also the Transaction Search function on this screen to search for transactions with ease. Here you can click on a check number to view the image 6

10 Online Statements Online statements are a great tool for businesses especially come tax time. This free service allows you to view, print and or save to your computer up to 13 months of statements. No more waiting for the mail to arrive, view your statement as soon as they becomes available. Just follow these easy instructions and you can be viewing your statements on-line with in a few business days. To sign up; under Online Services, click on Suppress Paper Statements. Select the corresponding accounts that you wish to view on line by checking the box(es) and submit. It s that easy!! Berkshire Bank will then discontinue your paper and/or statements per your request. For instructions on how to grant access to view statements at the account level to your end users; see page 32. 7

11 Balance Alerts Balance Alerts help you keep track of your account be sending you an when your account has met the requirement you set for the threshold. To add, edit or delete a balance alert first choose this option from the Administration menu option. To edit an alert check the box, make your changes and then click Update. If you want to delete an alert simply check the box and then click Delete. To Add a new alert select the account, enter the condition, amount and e- mail address and then click Add. 8

12 Online Service Requests The Photocopy Request screen is a convenient way for you to request a copy of a statement or check. Remember you can retrieve an image of a check that has cleared with in the past 90 days from the Account Detail screen (see pg 5). The Account Research screen is a convenient way for you to request more detail on a transaction on your account. 9

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14 Book Transfer With the book transfer part of Business Solutions you can transfer money between the accounts you have access to at anytime and from anywhere which you can access the internet. You can also schedule a one time future dated transfer or schedule a recurring transfer. On the book transfer screen you can make up to three transfers on one page. Simply choose your accounts to transfer between, the amount and date and then click add. At the Verification screen click submit, next you will have the Confirmation page that you can print for your records. Here is the row for one transfer. 11

15 Scheduled Transfer By selecting Add Recurring Book Transfer you can set up a transfer to happen at the frequency you want to pay a loan or transfer between deposit accounts to cover Payroll. It s as easy as Fill in the appropriate fields 2. Verify the information and click Submit 3. Print your confirmation for your records 12

16 Web Pay for Small Business To access this function you will go to Funds Transfer > Web Pay for Small Business. It is considered a single sign on (SSO), after signing in at the bottom left of the screen is a gray Main button ( ) to bring you back to your accounts. Any sign on information you receive will be for a one time use only. The following instructions will help you to set up a biller, add another user, approve payments & add accounts. Biller Set up: 1. Choose Add a Bill from the tool bar. 2. Choose the type of bill and click Continue 3. Type in the Billers name and click Search. We ll use DirecTV for this example. 13

17 4. Fill in the requested information on the next screen. 5. Once the biller has been added if they offer E-Bills you will then have the opportunity to sign up for that. From this screen you can also add another biller or click Finished. My Accounts Adding and removing account access in Web Pay for Small Business 1. Click on My Accounts, from this screen you can choose to: a. Rename your bill accounts by clicking Update Name Update the name and then the hyper link turns to Save Changes. 14

18 b. Delete an account by clicking Delete Account Once you click the hyper link you will receive a confirmation pop up, click OK. c. Add an account by choosing the Add an Account radio button Choose if it is a Business or Personal account, fill in the Account Number, confirm the account number and then click Add Account. Once it is added the account will show on you re my Accounts page as Unconfirmed. Before you can make payments from this account you must confirm it. To do that there will be two small deposits made to the account; it will take a few days. Once you see these deposits click the Unconfirmed hyper link, fill in the two deposit amounts made and then click Confirm. 15

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20 d. Move Payments from one account to another by choosing the Move Payments radio button. 17

21 Administration Adding other users to bill pay 1. Click on Administration and choose Manage Authorized Users 2. Before choosing to add a user you might want to click on the Tell me about Authority Levels so that you choose the appropriate level for your users. You can choose to have dual control and the users can only set up bills for you to approve. Once you know at what level you want to set them up click Add Authorized User 3. Fill in the appropriate information and click Continue. 18

22 Confirm the information and then click Add. 19

23 Go ID Tokens Before you use your Go ID Token you must first activate it as we show you below. 1. Under the Administration tab choose Go ID Token Maintenance > Activate Go ID Token 2. Enter your 12 digit serial number from the back of your token in the first box. 3. In the second box enter the 6 digit number that appears below on the front and then click Submit. 20

24 Creating & Initiating an ACH Batch The ACH module can be used to send or receive payments, rent or dues. Business Solutions allows for, and Berkshire Bank strongly suggests using, dual control for ACH. It also can be used to send direct deposit payroll. The set up is a one time process, once you have a batch set up it will be there for you to maintenance or initiate until you choose you no longer need it and delete it. There are three steps, setting up the Batch Template, creating the participants, and then adding them to the batch at transaction entry maintenance. Batch Template: When setting up the batch template whatever you enter for the template name is what will appear on the account as a description along with your company name that appears in the ACH ID dropdown. Due to NACHA formatting requirements there is a 10 character restriction on the Template Name field. 21

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26 Participant Maintenance: On this screen you will enter your participants, these will be the people you are sending the transactions to or taking from (ex: employees for payroll are referred to as Participants). On this screen you can enter up to three participants at once. 23

27 Transaction Entry Maintenance: On this screen if you have multiple batches set up be sure you have the correct batch selected from the Template Name dropdown. To make changes go through your list of participants and click in the box next to their name and then click update at the bottom, you have to update per page. 24

28 Initiate Batch: When you are ready to send this batch out for collection of funds or to send payroll you simply go to the Initiate Batch screen, choose your template (top left) & effective date (top right), check your amount (to the left of your effective date). If you need to make any changes you can do so on this screen and then click save, this will move it to the Edit Batch screen where you can initiate you batch from there. Once you are all set to initiate, whether it be from the Initiate Batch or Edit Batch screen, click the Initiate button at the bottom. The next screen you will see is the ACH Batch Review; this is where you need to enter the 6 digit token code from your Go ID Token, your batch will not process through to the bank until you do so. **Note** If your company is set up for dual control on ACH please see page

29 Approving an ACH Batch Business Solutions allows for, and Berkshire Bank strongly suggests using, dual control on ACH. When a batch is submitted it is placed in a Pending status and an is sent to notify all users with approval authority. Once the approver receives the they will need to follow these steps to go in and approve the batch to be released, or they can deny the batch and send a message to the initiator of the reason. You can also use this screen to see all batches that have been submitted, pending, approved & downloaded, which we suggest you check daily. Once on the ACH Admin Approval/Activity screen you can click on the details magnifying glass to see the contents of the batch in order to get a clear picture of what you are approving. Once you have made a decision on the action you want to take, click in the box to the left and then click approve or deny. If you are going to deny the batch you can type a message as to why before clicking the deny button, you will also be presented with the notification box below. Your end user will receive s when the batch has been approved or denied and if denied the message will appear in the body of the , once approved they will receive an e- mail that it has been submitted. When you approve batches you will then be asked to submit your Go ID Token code. 26

30 Here is what a Denied batch would look like; this message will also appear in the that is sent to the initiator. 27

31 Adding a New Participant or Maintaining Participants to an Existing ACH Batch To add a participant to an existing batch you would go to Participant Maintenance; input the appropriate information and then click add. Your next step would be to go to Transaction Entry Maintenance, choose the appropriate template from the drop down, find the person in the list of participants and put a check mark in the box to the left and then click update. They will now appear in the Initiate Batch screen. To maintenance a Participant that is already built simply go to Participant Maintenance; search that person by the Participant ID you gave them. Once they appear change the information as needed and then click Update. This change will carry over to be correct on the Initiate Batch screen. 28

32 Creating & Initiating a Wire Template A wire is a way to transfer funds from you to an account at another financial institution. This mode of transfer differs from ACH because they will arrive at the receiving financial institution the same business day and can not be future dated where as ACH is next day and can be future dated. Although Business Solutions allows for future dated wires, Berkshire Bank s policy is to not accept post dated wires. Creating a Template for a Domestic Wire To create a template you go to the Template Maintenance screen and click new. If you are sending a domestic wire, a wire to another bank with in the US, then you will need the following: Beneficiary Bank with Routing number Beneficiary with account number Amount Account number the funds are to be withdrawn from Once this information has been completed you can now click add. **Note** if your company has dual control turned on then the template will stay in a pending status until another user has approved the template. Creating a Template for a Foreign Wire To create a template you go to the Template Maintenance screen and click new. If you are sending a foreign wire, a wire to a bank outside the US territory, then you will need the following: Beneficiary Bank with the address & SWIFT code Receiving Bank name, this is a US Corresponding Bank that can be found by going to Beneficiary with address and account number Amount (if you are sending in foreign currency you will also need an IBAN) Account number the funds are being withdrawn from Once this information has been completed you can now click add. **Note** if your company has dual control turned on then the template will stay in a pending status until another user has approved the template. 29

33 Initiating a Wire Template Now that you have your Templates created initiating you wire is as easy as Go to the Initiate Template screen. 2. Choose the template from the dropdown, if needed update the amount & add a note to the Beneficiary. 3. Once you click initiate you will be presented with the following screen to review the information, if it is correct enter your token code and click Submit. 30

34 Approving a Wire Transfer or Template Business Solutions allows for, and Berkshire Bank strongly suggests using, dual control on Wires. When a template is created or a transfer is initiated it is placed in a Pending status and an is sent to notify all users with approval authority. Once this is received an approver will need to follow these steps to go in and approve the template or transfer to be released, or they can deny the template or transfer and send a message to the initiator with the reason for denial. You can also use this screen to see all transfers that have been submitted, pending, approved & downloaded, which we suggest you check daily. Once on the Transfer Admin Approval/Activity screen you can click on the details magnifying glass to see the contents of the template in order to get a clear picture of what you are approving. Once you have made a decision on the action you want to take, click in the box to the left and then click approve or deny. If you are going to deny the template you can type a message as to why before clicking the deny button, you will also be presented with the notification box below. Your end user will receive s when the batch has been approved or denied and if denied the message will appear in the body of the . When you approve templates you will then be asked to submit your Go ID Token code. 31

35 Here is what a Denied template would look like; this message will also appear in the that is sent to the initiator. 32

36 User Maintenance The User Maintenance screen allows you as the administrator the ability to add or delete your end users and also the ability to maintain their accesses to services and accounts, the preference is yours. You can set up numerous end users and give them all their own user ids with selected access. You can also choose to make some one a User Administrator on this screen which will allow them to add, edit and delete other end users except themselves. Once you have others set up you will also use this screen to reset their password if they get locked out. As the administrator the responsibility is on you to reset your end users and give any access to others as you deem necessary, we at the Bank are unable to do so. Adding another end user Click the new button and enter your end user s name, ID, address, a password and then confirm the password. You will then check the appropriate boxes corresponding to the appropriate accounts. Next you will have to check off, at the bottom, any other services you want the user to have such as being a User Administrator or having access to ACH or Wires. Once all the proper accesses have been checked, click the Add button above the account list. Resetting an end user Go to the User Maintenance screen and choose the user from the Current User drop down. Check for the Reset Invalid log in button, this will be located under the add & update buttons as seen below. If that button is there you must click it to reset their log in. Now go back to the User Maintenance screen and choose your user again, type in a new password for them and re-type it in the confirm password and then click update. Maintaining an end user As the Administrator, if you have placed a request to have new accounts added to your Business Internet Banking or a new service added, that account or service will only become available to you. It now becomes your responsibility to grant authority to those accounts or services to your end users as you deem necessary. 33

37 Activity Reporting As the administrator we strongly suggest that you run an Activity report on your end uses. The timing will be at your discretion. This report will show you their activity as well as the IP address of the computers used to Login. To do so, go to Admin > Activity Reporting, choose your date range and then under the First Query header you can choose (all transactions) from the dropdown. At the bottom choose whether to save, display to your screen or download and then click submit. 34

38 Account Maintenance This function allows the administrator to nick name the accounts. This is a great function to be able to rename your checking accounts to read Payroll Account or Petty Cash Account. In addition; if you are viewing multiple companies under one sign in, you can choose to rename them ACH Co Payroll & Xyz Co Payroll. To utilize this feature go to Admin > Account Maintenance, choose an account from the drop down and type in your description to the right and then click update. 35

39 Positive Pay Check File specifications and import instructions BUSINESS SOLUTIONS STANDARD CHECK ISSUE FORMAT (CSV) Column A is the account number with no spaces Column B is the issue date (MMDDYY or MMDDYYYY) Column C is the check number (no more than 10 digits) Column D is the amount (no punctuation) Column E is the payee (40 Character maximum with no punctuation &/or special characters) Column F is usually blank Column G is the letter R for Register most always (the only other option is V for voiding a check) Column H is the letter A for Add most always (the only other option is D for deleting a check) Recon file upload instructions Proceed to upload issues file Select comma delimited and then browse: 36

40 once the file has been chosen select upload: Select OK You should see a successful file upload message: If you receive an error it will look like this and describe the line or item that needs to be corrected, if needed, please feel free to call us at assistance. 37